How do you all organize your paper work? How do you keep track of order forms and what do you do with them once the order is filled? I thought I saw a pic somewhere of a huge bulletin board to keep orders on. How do you track customer info? You know, all that good stuff.
Well, I have no system, just chaos. And I have now made a HUGE mistake, I lost a wedding cake contract. I know the bride's name and I can contact her. I just feel like an idiot. I will probably not inspire her confidence if I can't even keep track of a sheet of paper. This is SO unprofessional! It has to be in my house somewhere but I have looked all over and can't find it. Please think good thoughts for me and in the meantime let's hear some organizational tips so I don't do this again. TIA!
Excel. 
And what I do w/ my "business documents" is make a copy and put in my safe. I also scan them onto my computer and save them onto a disc which also goes in a safe place.
Organizing is fun. Spreadsheets are excellent for the financial and customer-tracking part of "the business". If you have any questions regarding Excel, just PM me.
HTH.
I personally rely on my PDA and backup my stuff on my computer in a folder just for clients. However, before modern technology and filing cabinets, I just kept everything in a file box with dividers sectioning for photos, pricelists, clients, future orders, reciepts etc. Hope this helps.
Definitely scan into the computer..that is a lifesaver!! I put alerts on my computer that pop up each morning telling me everything I need to do that day. I also have a calendar on my fridge that tells me what orders/parts I need to complete for the day. I have a 3drawer file cabinet - top drawer is blank forms filed alphabetically,middle drawer is all receipts & ledgers, bottom drawer is completed orders alphabetically by last name. I have one of those carry around type file boxes that I keep all open/current orders in. Each file has a TON of sticky notes that I sit down and plan out when I start, follow up calls, etc on.
I know I probably go overboard with it all, but I know exactly where to go to get something know as opposed to when I started making cakes. I couldnt keep track of ANYTHING that got sat on my desk or in my house. Anytime I take a call now, I go straight to my desk and work. That way everythibng stays in that area.
~Bellarosa
I use binders one for my brides contracts, one for business stuff, one for all occassions. Once I have done a cake I put it into another binder (completed)
A file organizer for bills.
I am a paper girl. I do not use the computer for storing anything that I don't want to get lost. Even if I download daily to a disc somehow I just feel more comfortable with my hands on paper. Besides if my computer is down I am stuck. So I use a large cork board for my working orders arranged by due dates. On the top of the board I have index cards with each month on them, behind them are my orders for that month including wedding orders. If there is something that I might need for a particular order I write up another order and put it two weeks ahead so I have time to purchase anything I may need. I keep a weekly grocery and supply list and order from that. MY finished orders go into a box, sitting by my cash register, last order completed is always on top. At the end of each month I file them in a folder. I have a large office file cabinet. I keep things like my catalogs and wholesale price lists, receipts and etc. I also use a large desk calendar that I put my appts on and any other important info. I also use that calendar to keep up with my daily sales. At the end of the month, I add up my figures and put a total on it, then at the end of the year, I just have to pick up my figures at the bottom. It may sound like alot of work, but it really quite simple. All my receipts are filed by month. I also have a spiral for my work load for the week. I sit down and fill out everything that I need to do for a week, I stay one week ahead. When I get to that week, I may have to add to it for new orders, but it helps me determine what I need to bake, what boards I need to wrap, whether I need to make royal flowers, etc. As I complete an item I check it off.
i write it in my book, have the customer send me a email, and also have it on my frig......
Am I the only one with an old fashioned receipt carbon copy receipt book?
I have one of those HUGE needle things they have at the cleaners where I put my "DONE/picked up orders on.
I tape the original to the door frame of my decorating room, give the customer the second copy and the 3rd copy goes to the delivery guy when I have a delivery!
I feel so out dated....COMPUTER CLASS here ( I guess..one more thing) I come!!!
I wanna use excel too!!!!!!
Currently, I have a laptop hubby bought me just for my business, I have all my BLANK copies on here so I can just print them out as needed.
As for ready to write on contracts, I have one of those briefcase style acordian folders with a rubberband closure... walmart $5.~ purple with butterflies on it lol. It's semi see thru clear. I have folders in each pocket that are labeled, Orders, Contracts, Receipts, Filled Orders, etc etc etc. I went to staples and purchased a PAID stamp and once they have paid it gets stamped, once it's completed it gets moved to the filled orders spot. It works for now since we are living at my parent's home which is temporary. When we move this month or next month I plan to have a small 2 drawer file cabinet (already have one need to clean it out and change a few things lol) with everything in there. I also plan to scan everything and put it on a disc and that will get filed away into my fire safe-safe just incase.
As for things I purchase for the company I save all those receipts and at the end of the year I will calculate everything up and then file them away by adding a paperclip and a note with the start and finish date and then file them JUST INCASE lol.
I also do the carbon copy thingie. I have a 2 copy receipt booklet that I write them a receipt when they pay me and I keep one copy and give them the other. I also draw up two contracts and have them sign BOTH! One is their copy one is mine. This will change when I move and have my All in one set back up and can make photo copies of just the one lol. Currently everything runs smoothly. Hopefully that won't change lol.
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